8 tips for better email cover letters

If you're emailing a resume, your cover letter will deliver the first impression. These eight tips will help you craft a better email cover letter.

Larry Buhl, Monster contributor

Follow these tips for emailing a cover letter that will get you noticed.

As the saying goes, you don't get a second chance to make a first impression. If you're doing a job search or resume submission via email, the first impression any employer will have is from your cover letter.

When you're asked to email your job application to a company, you can either copy and paste your cover letter into the body of your email, or you can attach it as a file, along with your resume. If you send your cover letter as an attachment, you can send it as either a PDF file or Word document. Here's what else you should you consider when crafting an email cover letter.

How should a cover letter look?

Some tips for writing a cover letter are standard, whether you're e-mailing or snail mailing: Be professional, with correct spelling and grammar, and—very important—do use them. (Here are some cover letter samples if you'd like to get a visual idea.) Other tips pertain only to the electronic medium, and when disregarded, could ruin your chances before your foot is in the door.

Don't waste your subject line

What you write in the subject line can determine whether your letter gets read, according to Lydia Ramsey, business etiquette expert and author of Manners That Sell. "Don't ever leave the subject line of your email blank, and don't waste it by just inserting the job number," Ramsey says. "The subject line should be clear and specific to the job you're looking for." An example: "Bilingual CPA seeks account manager position."

Use standard cover letter protocol

Write your letter as the body of the email and include a salutation (use the receiver's actual name if you know it) and a standard closing. ("Sincerely" or "Warm regards" work well.) Leave blank lines between paragraphs, and use appropriate signature and closing lines.

Include all the information in your signature line you would have on your business card, including snail mail address, phone number and email address. "Remember, your email address doesn't always automatically show up on the receiver's email program," Ramsey says.

Keep it short and dynamic

Managers and recruiters are busy. They want to get the gist of your pitch in 150 words or fewer. The first paragraph is crucial, according to Ramsey. "Hook the reader in the first paragraph by selling him or her your abilities," she says. "Use short paragraphs and short sentences to give a very brief bio on who you are and what you can do for them, and wrap it up in the second paragraph."

Keep it simple

If you write a cover letter in a word-processing program, strip away all formatting and save the file as plain text. The ideal line length is 40 characters. Some email packages automatically do word wrap for you, so your cover letter doesn't arrive in fragments.

Don't get cute. Save emoticons, abbreviations, and wild colors and fonts for your nonprofessional emails. The same goes for humor. Chances are, the reader won't think it's funny, and may even find it irritating.

Be specific

Don't respond to an ad for a copywriter when you're really a graphic designer, says Diana Qasabian, talent director at Syndicatebleu. "It may be the tight job market, but we've been receiving more and more letters responding to a specific job from candidates who are not at all qualified for it," she says.

"We look for specifics in email cover letters, which means skills and abilities," she adds. "Embellishment and fluff are not necessary. It's not necessary to write, 'I'm a hard worker.' That goes without saying."

Keywords are key

Because many companies use applicant tracking systems (ATSes) to find and screen candidates, skill-oriented keywords will boost your chance at being discovered, a recruiter at a large technology company says.

"ATS tools track keywords that identify skill sets," she says. "So even if you're not right for the job you're seeking, strong keywords improve the chance that your cover letter and resume will be retrieved in a future search or be selected for a more appropriate job."

Play by their rules

Take the time to learn the company guidelines for submitting resumes, and follow them. Many companies list these guidelines on their Web sites. Also, don't include attachments unless they are requested. Some companies block all emails with attachments to prevent viruses.

Check it again

Thoroughly spell-check and proofread your email letter. And remember, your email software's spell-checker won't catch grammar mistakes. Send it to a friend first and ask him to check it for content and style. If all your friends are tapped out, or even if they aren't, test your email cover letter by emailing it to yourself, and put yourself in the mindset of an employer when you read it.

Get recruiters' attention

Once your cover letter is polished and ready to go, turn your attention to your resume. A strong cover letter needs an equally impressive resume in order for hiring managers to sit up and take notice. Could you use some help getting your resume into top shape? Get a free resume evaluation today from the experts at Monster's Resume Writing Service. You'll get detailed feedback in two business days, including a review of your resume's appearance and content, and a prediction of a recruiter's first impression. It's a quick and easy way to give your job applications a boost.